Part V — Data, Technology and the Portal
Chapter 23 — Institution Management Portal
Chapter 23
Institution Management Portal
The Institution Management Portal is the primary channel through
which an Affiliated School interacts with WEQSC. This chapter
sets out the access arrangements, the data submission
requirements, the reporting facilities, the integration with the
credential system, the technical support available, and the
service levels that WEQSC commits to.
23.1 General Principle
23.1.1
The Portal is the operative system for every transaction
between the School and WEQSC that this Framework requires to
be conducted electronically. Where this Framework requires a
submission, a notification, or a request to be made through
the Portal, submission through the Portal is the only form
that satisfies the requirement.
23.1.2
WEQSC may also accept a paper or email communication where
this Framework expressly permits it, or where the Portal is
unavailable for an extended period. In every such case, the
communication is treated as provisional until it is entered
into the Portal.
23.1.3
The Portal is operated at wise.weqsc.org/portal.
23.2 Access and User Management
23.2.1
Access to the Portal is by individual user account. Shared
accounts are prohibited.
23.2.2
Each School is entitled to a base allocation of user accounts,
comprising:
- One account for the Senior Officer, with the role of Principal Portal User;
- Up to four additional accounts, allocated among administrative, academic, and finance staff as the School determines;
- An unlimited number of read-only parent accounts, created automatically for each enrolled student's parent or guardian; and
- An unlimited number of read-only student accounts, created automatically for each enrolled student.
23.2.3
Additional staff accounts may be requested through the Portal.
WEQSC grants additional accounts where the School demonstrates
a reasonable operational need.
23.3 Role-Based Access Control
23.3.1
Each account is assigned a role that determines the actions
the account holder may perform. The standard roles are:
| Role | Scope |
|---|
| Principal Portal User |
Full administrative access. Can view all records, submit all categories of data, submit modification requests, submit scholarship and support claims, and manage other user accounts within the School. |
| Administrative User |
Submission of student enrolments, attendance records, and general administrative data. Access to student and teacher records. Cannot approve modification requests or manage user accounts. |
| Academic User |
Submission of Internal Assessment marks and curriculum coverage records. Access to the classes to which the user is assigned. Cannot access financial records or user management. |
| Finance User |
Submission and viewing of fee and financial records. Cannot access academic records or student welfare records. |
| Parent / Guardian (read-only) |
Viewing of the records of the user's own child or children: attendance, Internal Assessment marks, examination results, credential status, scholarship status. |
| Student (read-only) |
Viewing of the user's own records: attendance, Internal Assessment marks, examination results, credential status, scholarship status. |
23.3.2
A School may assign a user to more than one role where the
user's responsibilities require it. The School must record the
assignment in the Portal access register maintained under
Section 11.9.4.
23.3.3
The School must revoke an account within twenty-four hours of
the account holder ceasing to hold a role for which access is
required.
23.4 Credential Management
23.4.1
Each user account is protected by a password and by a second
authentication factor, in accordance with Chapter 25.
23.4.2
Passwords must be changed at least once every ninety days.
The Portal enforces password complexity requirements
consistent with Section 25.4.
23.4.3
Where a user account is compromised, or is suspected of having
been compromised, the School must:
- Disable the account immediately;
- Notify WEQSC within twenty-four hours;
- Reset the credentials of the affected account and of any account that may have been exposed; and
- Cooperate with any investigation conducted by WEQSC.
23.4.4
WEQSC may disable a user account where it has reasonable
grounds to believe that the account has been compromised, is
being used in breach of this Framework, or is no longer
required.
23.5 Data Submission
23.5.1
Data may be submitted to the Portal by three methods:
- Single-record entry: data entered directly through a form in the Portal, one record at a time;
- Batch upload: data submitted in a structured file, ordinarily in CSV format, using the template provided by WEQSC; and
- API integration: automated submission from the School's own information system, where the School has been granted API access by WEQSC.
23.5.2
Each method is subject to the same validation requirements
under Section 23.6. Automated submission does not exempt a
School from the requirement to ensure that the submitted
data is accurate.
23.5.3
A submission is deemed received when it has been accepted by
the Portal following validation. A submission that is in
draft, or that has not passed validation, is not deemed
received.
23.5.4
The Portal records the date, time, and user for every
submission. The record of submission is authoritative for
the purposes of any deadline in this Framework.
23.6 Validation
23.6.1
The Portal applies automatic validation to every submission.
The following checks are performed, at minimum:
- Required field presence: every field marked as mandatory in the schema is populated;
- Data type: dates are valid dates, numbers are numeric, text is within the permitted length;
- Range: marks are within the permitted range for the subject and assessment instrument; attendance percentages are within 0–100;
- Uniqueness: student identifiers do not duplicate existing identifiers; a student is not enrolled twice in the same Academic Session;
- Referential integrity: the student, teacher, class, or subject referred to in the submission exists in the Portal; and
- Consistency: the data does not conflict in a material respect with data already held — for example, an Internal Assessment mark that exceeds the maximum for the instrument.
23.6.2
Where validation fails, the Portal rejects the submission and
reports the specific failure. The School must correct the
data and resubmit.
23.6.3
Validation is a check on form, not on substance. A submission
that passes validation is not thereby represented by WEQSC to
be accurate. The School remains responsible for the accuracy
of everything submitted under its account.
23.7 Submission Deadlines
23.7.1
The following submission deadlines apply. Deadlines are
calculated in the time zone in which WEQSC's servers are
located, and are enforced by the Portal.
| Submission | Deadline | Reference |
|---|
| Initial student enrolment |
Within 30 days of enrolment |
§11.2.3 |
| Teacher register update |
Within 30 days of change |
§10.4.6 |
| Attendance data |
By the 10th day of the following calendar month |
§13.3.2 |
| Internal Assessment marks |
Within 7 days of the assessment |
§10.6.5 |
| Academic calendar |
Not less than 30 days before session start |
§10.3.4 |
| Bonus Marks claim |
Not less than 90 days before examination |
§17.5.2 |
| Examination registration |
Not less than 30 days before examination |
§14.7.2 |
| Special examination arrangement application |
Not less than 90 days before examination |
§13.10.5 |
| Elite Support Tier application |
Any time during the Academic Session |
§18.2.3 |
| Girl-child election |
Within 60 days of session start |
§16.6.1 |
23.7.2
A submission made after the applicable deadline is recorded
as late. Late submission may attract the penalties specified
in the relevant chapter, and may be refused by WEQSC where
the deadline is critical to the integrity of the examination
or the accuracy of the credential.
23.8 Reporting and Analytics
23.8.1
The Portal provides, to each School, a dashboard showing:
- The number of students enrolled, by class and programme;
- The number of WISE candidates, by examination year;
- Internal Assessment marks submitted and outstanding;
- Attendance rates, aggregate and by class;
- Compliance status (Active, Provisional, Suspended, or Terminated);
- Outstanding submissions, fees, and audit actions;
- Scholarships awarded to the School's students, in aggregate;
- Girl-child support and Elite Support Tier awards to the School's students, in aggregate; and
- Pending modification requests and their status.
23.8.2
Reports may be exported in PDF or in a structured data format
for the School's own use. Exports are subject to the same
data protection obligations as the data itself.
23.8.3
The dashboard reflects the data held in the Portal at the
time of viewing. Where a submission is pending, the
dashboard may not reflect the most recent state of the
School's records.
23.9 Integration with the Credential System
23.9.1
Where a student's results have been finalised and the student
has met the requirements for a WISE Credential, the School
may generate the credential through the Portal.
23.9.2
The generated credential comprises a certificate, a
marksheet, and a digital record. The digital record is
created automatically in the WISE credential register at the
moment the credential is generated.
23.9.3
Each credential carries a unique verification reference and
a QR code. The QR code links to the public verification
service at wise.weqsc.org/verify.
23.9.4
Once a credential has been generated, the underlying record
is locked. Any correction requires the modification procedure
under Chapter 22, and the corrected credential is issued with
a new verification reference while the original remains in
the register marked as superseded.
23.10 Technical Support
23.10.1
WEQSC provides technical support to Affiliated Schools in
respect of the Portal.
23.10.2
Support is provided by email at support@weqsc.org and through
the live chat facility in the Portal. Support hours are
09:00–18:00 Central European Time, Monday to Friday,
excluding public holidays in Switzerland.
23.10.3
Support is provided at two levels:
| Level | Scope | Target Response |
|---|
| Critical |
Data loss, suspected compromise, inability to submit by a deadline, Portal inaccessibility |
Within 1 hour during support hours |
| Standard |
General questions, guidance on Portal use, assistance with a specific submission |
Within 24 hours during support hours |
23.10.4
Support is provided in English. Where a School's primary
language is not English, WEQSC makes reasonable efforts to
provide support in a mutually understood language.
23.11 Onboarding and Documentation
23.11.1
Every Affiliated School receives a mandatory onboarding
session for its Principal Portal User and up to two
additional staff, within the Pre-Opening Compliance Window
under Section 7.11.
23.11.2
Ongoing documentation, in the form of written user guides and
video tutorials, is provided through the Portal and at
wise.weqsc.org/portal/guides.
23.11.3
Where the Portal is materially updated — by the addition of
a new feature, the change of a workflow, or the amendment of
a schema — WEQSC issues a written notice to all Schools at
least thirty days in advance, and provides updated
documentation.
23.12 Service Levels
23.12.1
WEQSC commits to a Portal availability of 99.5 per cent,
measured monthly, excluding scheduled maintenance windows.
23.12.2
Scheduled maintenance is ordinarily conducted on the second
Sunday of each month, between 02:00 and 04:00 Central
European Time. WEQSC provides not less than fourteen days'
notice of each scheduled maintenance window.
23.12.3
Where the Portal is unavailable for a continuous period of
more than four hours, or where unavailability affects a
submission deadline falling within seven days, WEQSC:
- Notifies all Schools as soon as reasonably practicable;
- Extends the affected deadline by a period equal to the duration of the unavailability, plus one business day; and
- Provides a root cause analysis within thirty days of the incident being resolved.
23.12.4
A School may notify WEQSC of any suspected breach of the
service levels. WEQSC investigates and responds within
fourteen days.
23.13 Breach — Consequences
23.13.1
A Breach of any provision of this chapter is subject to the
audit regime in Chapter 28 and, where applicable, to the
suspension and termination regime in Chapter 29.
23.13.2
The following are classified as indicated:
| Breach | Classification |
|---|
| Sharing Portal credentials |
Major |
| Failure to revoke an account within twenty-four hours of role change |
Major |
| Failure to notify WEQSC of a suspected compromise within twenty-four hours |
Major |
| Systematic late submission of required data |
Major |
| Submission of data known to be inaccurate, relying on validation to catch the error |
Critical |
| Failure to complete mandatory onboarding |
Minor |
| Failure to maintain Portal access register |
Minor (Major if repeated) |
23.13.3
Nothing in this chapter displaces the School's right of appeal
under Chapter 35.
Further Resources
- Portal login —
wise.weqsc.org/portal
- User guides and video tutorials —
wise.weqsc.org/portal/guides
- Data schema —
wise.weqsc.org/schema
- Batch upload templates —
wise.weqsc.org/forms/batch
- Technical support —
support@weqsc.org
- Service status —
status.weqsc.org